Sales Administrator/Receptionist

Position Summary

The Sales Administrator / Receptionist provides the administrative backbone of the sales organization. We’re looking for a dependable, energetic, and detail-oriented Sales Administrator to support our fast-paced, tech-driven sales department. The majority of this role is sales support: maintaining accurate customer and opportunity data in the CRM, sending out marketing materials, coordinating with operations and accounting, and producing the reports management relies on to track the pipeline.

The role also owns front desk coverage — greeting visitors and clients, answering and routing incoming calls, and keeping the reception area and conference rooms presentable. Because the front desk is the first impression clients receive, the person in this role is expected to represent the company professionally at all times.

The ideal candidate is detail-oriented and systems-comfortable, works accurately under deadline pressure, and can shift smoothly between focused administrative work and front-of-house interruptions.

Key Responsibilities

Sales administration (primary focus)

• Oversee and maintain the sales and investor CRM and database, ensuring accuracy, organization and timely follow-up with clients.
• Assist in distributing marketing material, emails, quarterly letters, presentations, due diligence questionnaires, agreements and other client information.
• Prepare, format, and proofread quotes, proposals, and contract paperwork for sales representative review and signature.
• Partner with accounting on invoicing, billing discrepancies, and past-due follow-up.
• Log and route inbound leads and inquiries to the appropriate representative within agreed response times, and track disposition.
• Maintain the sales document library: contracts, customer agreements, NDAs, W-9s, pricing approvals, and renewal dates.
• Support renewal and reorder cycles by flagging upcoming expirations and preparing renewal quotes.
• Schedule client calls, and product demonstrations; manage invitations, confirmations, and rescheduling.
• Prepare materials for client meetings, trade shows, and conferences, including collateral, samples, and follow-up lists.
• Handle routine customer follow-up — order confirmations, shipping updates, and general account questions — escalating complex or at-risk issues to the account owner.
• Identify and suggest improvements to sales administrative processes, templates, and CRM workflows.

Reception and front office

• Greet and check in visitors, clients, and vendors; notify the appropriate staff member and manage the visitor log.
• Answer, screen, and route incoming calls professionally; take accurate messages and confirm follow-up.
• Monitor the general company inbox, forwarding inquiries to the correct department and escalating time-sensitive items.
• Keep the reception area and conference rooms clean, orderly, and meeting-ready; book rooms and set up for client visits.
• Order and track office and kitchen supplies within the approved budget; serve as point of contact for office vendors and building management.
• Support visitor safety procedures, including sign-in requirements and emergency evacuation protocols.

Qualifications

Required

• High school diploma or equivalent.
• Two or more years of administrative experience, including direct support of a sales, account management, or customer service team.
• Hands-on experience maintaining records in a CRM platform.
• Strong spreadsheet skills, including sorting, filtering, and basic formulas such as lookups and sums.
• Proficiency with Microsoft Office or Google Workspace, including word processing, email, and calendar management.
• Demonstrated accuracy with detailed data entry and order or quote paperwork.
• Excellent verbal and written communication skills, with a courteous and professional phone manner.
• Ability to prioritize competing requests and meet deadlines in a frequently interrupted environment.
• Sound judgment and discretion in handling confidential customer, pricing, and employee information.
• Reliable, punctual, and able to provide consistent on-site coverage during business hours.

Preferred

• Associate or bachelor degree in business administration, communications, or a related field.
• Experience in a B2B sales environment with a quote-to-order process.
• Experience producing recurring management reports or dashboards.
• Experience coordinating trade shows, travel, or client events.

Core Competencies

• Attention to detail — catches errors in orders, quotes, and customer records before they reach the customer.
• Follow-through — closes the loop on every request without needing reminders.
• Process discipline — works to a consistent standard and keeps records audit-ready.
• Customer focus — treats every caller and visitor as a potential client and represents the company well.
• Adaptability — shifts smoothly between focused administrative work and front-desk interruptions.
• Collaboration — builds effective working relationships across sales, operations, and accounting.
• Initiative — spots process gaps and raises them constructively.

Work Environment and Physical Requirements

• Standard office environment; this is an on-site role requiring front desk presence during business hours.
• Extended periods of sitting and computer and telephone use.
• Occasional lifting of office supplies, mail, and materials up to 25 pounds.
• Occasional schedule flexibility to support early meetings, client visits, or month-end and quarter-end close.